2014 HMIS Data Standards Overview

HMIS Data Standards Background – Key resources – Implementation Timeline – Revision Process Overview of Key Changes Major Topics

KEY RESOURCES 3

Data Standards Main Publications HMIS Data Dictionary – Provides data element basics and instructions for HMIS software providers HMIS Data Manual – Includes explanations and instructions for HMIS administrators, CoCs, and HMIS users Program-Specific Data Standards Manuals – Federal partners will issue guidance related to data elements required for their programs for HMIS administrators, CoCs, and HMIS users Project Descriptor Data Elements – Detailed guidance on project descriptor data elements for HMIS administrators, CoCs, and HMIS users 4

Related Tools and Documentation Key Terms Crosswalks between 2010 data and 2014 standards Revised import/export specifications Updated programming specifications for the current APR to cover transition period – A revised APR will go into effect after a full year of data collection under the new standards Revised AHAR for

IMPLEMENTATION TIMELINE

Data Standards Timeline March 2014 Draft HMIS Data Dictionary released to HMIS vendors for programming May 1, 2014 Final HMIS Data Dictionary and HMIS Data Manual published 7

Implementation Day – 10/1/2014 HMIS software updates live Projects collect and enter client data consistent with revised data standards and local policies/procedures 8

Data Standards Timeline May – September 2014 Software vendors program changes, update documentation, train clients (HMIS leads) HMIS leads update policies, procedures, forms and obtain CoC approval, as appropriate HMIS leads provide updated end user training Agencies update client data collection policies, procedures, forms 9

Timeline TBD Release of data standards public comments and HUD responses Final HMIS Rule Draft Notices for updated technical standards covering: – Governance – Privacy and Security – Software and Data Quality 10

REVISION PROCESS 11

Need for Revised Data Standards Comply with HEARTH Act Incorporate data collection requirements of federal partners Simplify and standardize reporting (e.g., counting households in AHAR vs. APR) Clarify and formalize implied requirements (e.g., identify data collected at entry vs. exit) 12

Inputs for Revision Process The HEARTH Act Feedback received in working with CoCs, HMIS implementations, TA providers, software providers, NHSDC Board of Directors, help desks Development of APR programming specifications HHS (SAMHSA & FYSB), VA, and HUD’s Office of HIV/AIDS Housing data collection requirements Vendor review/recommendations Public comment (1,900+ individual comments) 13

Public Comments on 2013 Draft In 2009, HUD received 46 submissions, which were split out into ~350 individual comments In 2013, HUD received 127 submissions, which were split out into ~1,900 individual comments; similar/identical comments combined into ~600 distinct comments Every comment was read and considered, many resulting in changes to draft standards 14

Principles of Revision Process The HMIS Data Standards establish minimum requirements for HMIS data collection Increased federal partner participation enriches HMIS but increases the burden on vendors and HMIS administrators Every field should meet a need Adding ‘potentially useful’ or ‘nice to have’ data elements at the national level reduces community capacity to build out HMIS in locally meaningful ways 15

OVERVIEW OF KEY CHANGES 16

Program Name and Program Entry Date are now Project Name and Project Entry Date Category of Program-Specific Data Elements hasn’t changed; each element is relevant for one or more federal programs / funding streams Federal Programs Continuum Projects CoC Recipient Subrecipient(s) ESG Recipient Subrecipient(s) SSVF Grantee Language: Program v. Project

2010 Data Element Groups Program Descriptor Universal Program-Specific Optional 2014 Data Element Groups Project Descriptor Universal Program-Specific Metadata Structural Changes

Elements required only for HIC are optional New Federal Funding Source data element Projects can be associated with more than one CoC to facilitate HMIS participation for projects that operate in multiple CoCs New separate Homelessness Prevention and Rapid Re-Housing project types; HPRP retired New project types for Coordinated Assessment, PH with Services, PH only, Day Shelter Project Descriptor Major Changes

Destination promoted to Universal Housing Status & ZIP Code of Last Permanent Address no longer Universal Universal Data Elements Changes

Relationship to Head of Household – One HoH per enrollment – HoH may be thought of as ‘household representative,’ ‘primary client,’ ‘eligible individual,’ etc. – CoC must establish guidelines for identifying the HoH where a funder hasn’t provided specific guidance – Will serve as the basis for a standardized method (APR and AHAR) to count households over time – In response to public comment, one field identifies both the HoH and household relationships New Universal Data Elements

Client Location – Identifies the location of each client by Continuum of Care code – Corresponds to CoC Code project descriptor – HMIS may auto-populate values for projects that operate in only one continuum – Will enable projects operating in multiple continuums to enter data into a single HMIS without compromising data integrity New Universal Data Elements

Length of Time on Street, in an Emergency Shelter, or Safe Haven – Enables identification of chronically homeless persons in an HMIS (in combination with other data) New Universal Data Elements

New field to collect data quality for Name ‘Transgendered’ categories will become ‘Transgender’ (public comment) Veteran Status collected once per client rather than at every project entry (public comment) Disabling Condition collected for adults only Updated response categories for Residence Prior and Destination – Rental by client with VASH subsidy added back after being removed from draft Other UDE Changes

Many new elements to meet HUD, HHS, VA program reporting needs Although new to HMIS, the majority do not represent new data collection for grant recipients Charts will show which PSDEs are applicable to which federal program and must be collected for each Program manuals will offer additional guidance Program-Specific Major Changes

Housing Status Revised to align with federal homeless, at-risk definitions No longer required at exit Service elements updated or added, consistent with specific requirements of federal funders New Residential Move-In Date element for RRH will identify the date on which clients move into permanent housing

Program-Specific Major Changes Income & Sources, Non-Cash Benefits HoH and adults only Record only current sources vs. all for last 30 days Clarified guidance to improve data quality and reduce burden New Health Insurance data element includes insurance-related items from old Non-Cash Benefits element and additional sources All clients

Metadata is data about data The majority of metadata elements have always been required by implication – E.g., reporting on income at entry vs. income at exit Adding them to the data standards simplifies programming specifications, clarifies expectations Metadata Elements

5.1 Date Created 5.2 Date Updated 5.3 Data Collection Stage 5.4 Information Date 5.5 Project Identifier 5.6 Project Entry Identifier 5.7 User Identifier Metadata Elements

Information Date (Metadata) Many public comment requests for clarification Information Date for data collected at project entry / exit must match entry / exit date Information Date for annual assessments must be ±30 days of the anniversary of project entry Responses must be accurate as of the Information Date, regardless of when data are collected 30

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